MC Travel Agency Enhanced Data Spec v13

Enhanced Data Specification Travel Agent Enhanced Data Specification

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Table of Contents

1. INTRODUCTION ................................................................................................................................................... 3

1.1 SCOPE AND PURPOSE ............................................................................................................................................... 3

1.2 DOCUMENT CHANGE CONTROL ............................................................................................................................... 3

1.3 REFERENCES ............................................................................................................................................................ 3

1.4 PLANNED UPDATES .................................................................................................................................................. 3

2. OVERVIEW ............................................................................................................................................................ 4

2.1 USAGE ..................................................................................................................................................................... 4

2.2 CHANGE CONTROL ................................................................................................................................................... 4

2.3 SUPPORTING DOCUMENTATION................................................................................................................................ 4

3. ABOUT THIS GUIDE ............................................................................................................................................ 5

3.1 AUDIENCE ................................................................................................................................................................ 5

3.2 TERMINOLOGY ......................................................................................................................................................... 5

3.3 FOR MORE INFORMATION ........................................................................................................................................ 5

4. INTRODUCTION TO TRAVEL AGENT FORMAT ......................................................................................... 5

4.1 END TO END PROJECT REQUIREMENTS .................................................................................................................... 5

4.2 THE ROLE OF TRAVEL AGENCY ............................................................................................................................... 7

5. NON-FINANCIAL DATA ..................................................................................................................................... 8

5.1 BACKGROUND .......................................................................................................................................................... 8

5.2 OBTAIN DATA .......................................................................................................................................................... 8

5.3 TRANSMIT DATA ...................................................................................................................................................... 8

5.4 DELIVER DATA ........................................................................................................................................................ 8

5.5 ENHANCED DATA SPECIFICATION PHILOSOPHY ....................................................................................................... 9

5.6 TRANSPORT MECHANISM ......................................................................................................................................... 9

5.7 MEMBER IMPLEMENTATION ..................................................................................................................................... 9

5.8 FINANCIAL TRANSACTIONS ...................................................................................................................................... 9

5.9 TRANSLATE AND MAP FORMATS ............................................................................................................................. 9

5.10 PREPARE FOR LINKING AND PERFORM LINKING ..................................................................................................... 9

5.11 ROUTE TRANSACTIONS .......................................................................................................................................... 9

5.12 PROCESS USING VERSION CONTROL ...................................................................................................................... 9

6. REPORTING ........................................................................................................................................................ 11

6.1 OVERVIEW ............................................................................................................................................................. 11

6.2 REPORTING ............................................................................................................................................................ 11

7. PROCESSING CYCLES...................................................................................................................................... 12

7.1 ISSUER PROCESSING CYCLES ................................................................................................................................. 12

7.2 EXCEPTION PROCESSING ........................................................................................................................................ 12

7.3 EXCEPTION ITEMS WITH ENHANCED DATA RECORDS ............................................................................................ 12


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7.3.1 Reversals ...................................................................................................................................................... 12

7.3.2 Chargebacks ................................................................................................................................................. 12

7.3.3 Request for Copy .......................................................................................................................................... 12

7.4 CREDIT WITH ENHANCED DATA RECORDS ............................................................................................................. 12

7.4.1 Refund Numbers ........................................................................................................................................... 12

7.5 INFORMATION BEING PASSED ................................................................................................................................. 13

8. MESSAGE SYNTAX RULES AND GENERAL INFORMATION ................................................................. 14

8.1 CHARACTER SET .................................................................................................................................................... 14

8.2 DATA ELEMENT FORMAT ....................................................................................................................................... 14

8.3 DECIMAL MARKS ................................................................................................................................................... 15

8.4 TRIAD SEPARATORS ............................................................................................................................................... 15

8.5 ORDER OF DATA ELEMENTS .................................................................................................................................. 15

8.6 VERSION CONTROL ................................................................................................................................................ 15

8.7 MESSAGE CONSTRUCTION USING ENHANCED DATA .............................................................................................. 15

8.8 FILE NAMING CONVENTIONS ................................................................................................................................. 15

8.8.1 Other conventions ........................................................................................................................................ 16

9. FILE STRUCTURE .............................................................................................................................................. 17

9.1 USAGE INDICATORS ............................................................................................................................................... 17

9.2 USE OF THE COUPON RECORD ................................................................................................................................ 17

9.3 MESSAGE DEFINITION ............................................................................................................................................ 19

9.3.1 File Header Record – Mandatory for each file ............................................................................................ 19

9.3.2 Data Record – Mandatory for all Transactions ........................................................................................... 20

9.3.3 Coupon Record – Optional – Air Transactions only. ................................................................................... 28

9.3.4 File Trailer Record – Mandatory for all Transactions ................................................................................ 29


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1. INTRODUCTION

1.1 Scope and Purpose

This document defines the Enhanced Data Specification for the Travel Agent Sector.

1.2 Document Change Control

1.3 References

[2] ISO 3-Letter Alphabetic Currency Code (ISO 4217-1995)

[3] ISO 2-Letter Alphabetic Country Code (ISO 3166-1993)

1.4 Planned Updates

None planned.


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2. OVERVIEW

2.1 Usage

This document defines the Enhanced Data Specification for the Travel Agent sector. It is a working document for

use when implementing the specification at TRAVEL AGENCYs, Issuers and third parties.

2.2 Change Control

None expected (subject to high development cost)

2.3 Supporting Documentation

For detailed example message scenarios and the resulting populated data files, please refer to Appendix B.


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3. ABOUT THIS GUIDE

This guide provides:

Basic development principles for the TRAVEL AGENCY Travel Agent Enhanced Data Specification.

A description of TRAVEL AGENCY‟s Travel Agent Enhanced Data Specification.

Processing requirements for TRAVEL AGENCYs and Issuers when providing enhanced data.

Implementation considerations for evaluation by TRAVEL AGENCYs and Issuers.

3.1 Audience

This guide is for TRAVEL AGENCY use only and other personnel who manage TRAVEL AGENCY transaction

data.

3.2 Terminology

The terms member, Acquirer, and Issuer are used throughout the guide to indicate a member or processor.

The term Merchant is used throughout the guide to indicate any person or business selling goods or services, for

example, a Travel Agent or Airline.

(NOTE: For airline bookings made by TRAVEL AGENCYs, the airline is usually the Merchant)

3.3 For More Information

TRAVEL AGENCY staff are available to assist members during the development and implementation of this

specification.

Introduction to TRAVEL AGENCY Format

The commercial requirement for this new file is to provide corporate customers with the level and quality of data that

they require. From this data, Lodge, MIS and reconciliation reporting can be supported, thus enhancing the value of

the TRAVEL AGENCY Corporate Card. This will enable TRAVEL AGENCY to work with Card Issuers to

promote their respective products to corporate clients.

TRAVEL AGENCY Corporate helps companies manage and reconcile their travel and entertainment (T&E)

expenses. The Travel Agent Enhanced Data Specification supports the Corporate card which is marketed to mid and

large-sized companies and government entities. Specifically, the TRAVEL AGENCY format provides the detail

necessary to support Lodge Accounts.

TRAVEL AGENCY has established the TRAVEL AGENCY Enhanced Data Specification, a message format that

contains descriptive information about a commercial client‟s TRAVEL AGENCY transactions.

3.4 End to End Project Requirements

In order to fulfil the market requirements, the following actions are required:

Issuers create agreements with TRAVEL AGENCY who supply the enhanced data for their customers using (or

wishing to use) a Corporate Card. This enhanced data can include cost centre information which is required to


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operate a Lodge Card.

The Enhanced Data is matched by the Issuer against the financial data received . Financial transactions are

processed through the normal Merchant to Acquirer to Issuer route. It should be remembered that the airline is

usually the Merchant for airline transactions (save for British Airways on net fares 1 June 2002).

Enhanced data can then be provided to the Corporate Customer‟s MIS package (e.g. Infospan, Scorpion,

Captura) to support negotiations and purchasing decisions.

Enhanced data can be included (printed or electronic) with the Corporate Card statements to improve/ease T&E

reporting and reconciliation.


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3.5 The Role of Travel Agency

1. To define and maintain a standard format for enhanced data obtained from TRAVEL AGENCYs. This standard

is available to all card Issuers for implementation with TRAVEL AGENCY. Specifically this data format

supports the data requirements for reconciliation of a Lodge product.

2. To work with the major airline Acquirers to improve the quality and quantity of data passed to Issuers. This is to

continually improve the match rate between the financial transaction and the enhanced data feed ensuring a high

“match” rate.

3. Assist with recommendations regarding the flexible reporting required by the Corporates through their MIS

packages.


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4. NON-FINANCIAL DATA

4.1 Background

Enhanced data is purchase-related information that is obtained from TRAVEL AGENCY at the time of ticketing an

airline reservation. This includes information regarding the travel details together with specific client reference data

input during the reservation process – e.g. cost centre, project code etc. This data is transmitted to commercial clients

in electronic form through a process consisting of the following three phases:

Note: For most airline sales made by a TRAVEL AGENCY , the airline is the Merchant.

4.2 Obtain Data

Enhanced data may be extracted or captured from TRAVEL AGENCY‟s back office system "WINGS"

4.3 Transmit Data

Enhanced data is normally routed from the point of data capture directly to Issuers systems.

4.4 Deliver Data

Enhanced data can be delivered to commercial clients in electronic form so that it can be interpreted and used

directly by applications receiving the data. Accounting system receiving applications may include a Management

Information System (MIS) like Infospan, or a General Ledger.

The routing of enhanced data information and financial data from the same purchase transaction is shown in Figure

5–1. Enhanced data may follow the same or alternative delivery channels as financial data.

Corporation

$

Issuer

Cardholder

$

Acquirer

Booking

Paper

Invoice

CRS

Statements Enhanced Data

Financial Transaction Details

Airline

Travel Agent

For Non-Air Transactions

Statement File Financial Transaction

Provider

Figure 5–1: Enhanced Data Delivery Methods

NOTE: Issuers may pass enhanced data and financial data unmatched to commercial clients for matching and

reporting if the client has the appropriate MIS tools.


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4.5 Enhanced Data Specification Philosophy

With businesses becoming more advanced in using electronic purchase data to manage expenses and also using data

for accounting and reporting purposes, various market sectors are requesting transmission of new purchase data

elements as enhanced data.

To meet market needs, TRAVEL AGENCY has introduced the TRAVEL AGENCY enhanced data format.

The TRAVEL AGENCY enhanced data format is a standardised fixed record length format developed to transport

T&E message details between businesses.

4.6 Transport Mechanism

The message format may be transmitted between participating parties through an agreed transport mechanism.

Options include, but are not limited to TCP/IP, VANS, email etc.

4.7 Member Implementation

To process the new message format, Acquirer, Merchant applications and Issuer commercial MIS applications must

perform the following functions:

4.8 Financial Transactions

Acquirers should handle TRAVEL AGENCY financial transactions as normal and pass for onward transmission.

4.9 Translate and Map Formats

Issuers must be able to receive, process (if necessary) and forward the fixed format message structure as defined in

this guide. The ultimate end point is the commercial client‟s MIS application and production of Corporate Card

statements.

Internal software application formats may be variable-length. When translated into fixed-length format, variable-

length fields are expanded to their maximum length.

4.10 Prepare for Linking and Perform Linking

Financial information and enhanced data are transmitted as separate transactions. It may be necessary to match the

data before it can be used by commercial clients.

Issuers must perform the matching unless this is accomplished by the commercial client‟s MIS application. Matching

methods vary according to the routes that transactions take and whether the financial transaction (TC 05) arrives

before, after, or at the same time as the enhanced data transaction.

4.11 Route Transactions

Transactions must be routed to the appropriate Issuers and optionally onwards to commercial clients. The content of

messages is known to the sender, receiver, and translation points but need not be opened between these points.

4.12 Process Using Version Control

Business requirements continually change as new or existing users of enhanced data introduce new business

requirements. As TRAVEL AGENCY issues upgraded versions of the format, version control maintains recognition

of each version. For example, receiving systems capable of supporting Version 2.0 of the Travel Agent‟s format


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should also support Version 1.0 but need not have the capability to process the new data elements in Version 3.0.



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5. REPORTING

5.1 Overview

With the availability of enhanced data to Issuers, a value added service may be offered to Commercial Card users.

The following information may help in defining a service offering.

5.2 Reporting

Issuers and commercial clients may consider upgrading their reporting systems to report the enhanced data.

Reporting may include, but is not limited to, the following sample report types:

Support for Lodge product accounting.

Detail GL-accounting.

Pre-populating employee business travel expense reports to simplify reconciliation.

Various analyses, such as:

Flexible breakdowns of travel split by vendor type, by traveller (with a hierarchy to department).

Project code analysis.

Cost centre analysis.

Consolidated company travel expenses.

Aggregate detail purchases from a specific Merchant.

Separate different types of product purchases in a single transaction.



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6. PROCESSING CYCLES

6.1 Issuer Processing Cycles

Enhanced data must not affect the posting and settlement of financial information.

TRAVEL AGENCY recommends that Issuers consider an initial data flow of TC 05 financial information to satisfy

a client‟s billing and settlement needs, followed by a secondary data flow of matched enhanced data for reporting

purposes.

Data must arrive together and be matched at the Issuer or corporate. Unmatched items can either be put in suspense

or chased to the client. This is an Issuer product decision.

6.2 Exception Processing

This section describes a variety of additional guidelines for Merchants, third-party processors and Issuers when

processing enhanced data transactions.

6.3 Exception Items with Enhanced Data Records

This section describes how exception items for enhanced data transactions are processed.

6.3.1 Reversals

When a reversal is processed, the same detailed data that was contained in the original financial transaction record

must be provided. No enhanced data records should be produced. Existing reversal processing requirements must be

followed.

6.3.2 Chargebacks

When a chargeback is processed, no additional detailed non-financial data is required. Existing chargeback

processing requirements must be followed.

NOTE: In addition to adjusting financial data, Issuers must make any adjustments necessary for the non-financial

data provided on the cardholder account.

6.3.3 Request for Copy

When a Request for Copy (RFC) is processed, no additional detailed non-financial data is necessary. Existing RFC

processing requirements must be followed.

6.4 Credit with Enhanced Data Records

When a credit is processed, Travel Agents must provide the same level of detailed data that was contained in the

original financial transaction and the related non-financial enhanced data records. The handling of a returned item

may be different than an adjustment in price.

6.4.1 Refund Numbers

All credit information from the Travel Agent should include the Refund Number, the Original Ticket number and the

Credit Note Number.



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6.5 Information being passed

Information being passed between parties will be agreed by the Corporate customer and the Travel Agent directly.

This agreement may already be in force.



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7. MESSAGE SYNTAX RULES AND GENERAL INFORMATION

The Travel Agent enhanced data format requires a new set of syntax rules to prepare message text to be exchanged

between Merchants, Acquirers, Issuers, TRAVEL AGENCY, and commercial clients.

7.1 Character Set

TRAVEL AGENCY syntax rules use the Level B character set that is based on the 7-bit codes in the basic

International Organisation for Standardisation (ISO) 646 standard.

NOTE: Future requirements may include using corresponding 8-bit codes in ISO 6947 and 8859 or other bit codes

when transferring binary information such as digitised signatures.

The representative values for the Level B character set are shown in Table 8–1

Table 8–1: Level B Character Set

Values ASCII Value(hex code) Character Set

A to Z 41–5A Letters, upper case

a to z 61–7A Letters, lower case

0 to 9 30–39 Numerals

20 Space character

. 2E Full stop

, 2C Comma

- 2D Hyphen and minus sign

( 28 Opening parentheses

) 29 Closing parentheses

/ 2F Oblique stroke (slash)

' 27 Apostrophe

+ 2B Plus sign

: 3A Colon

= 3D Equals sign

? 3F Question mark

! 21 Exclamation mark

" 22 Quotation mark

% 25 Percentage sign

& 26 Ampersand

* 2A Asterisk

; 3B Semicolon

< 3C Less-than sign

> 3E Greater-than sign

7.2 Data Element Format

The message guide identifies a data element‟s format, including the type of characters and maximum length.

The representative values for character types and data element lengths in the Format column of the sector-specific



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message template are shown in Table 8–2.

Table 8–2: Data Element Format Identification

Value Format Type

A Alphabetic characters

N Numeric characters

AN Alphanumeric characters

TM Time

Note: Format must be HHMM.

DT Date

Note: Format must be CCYYMMDD.

ID Code list field

Note: For data element values, refer to code lists provided

in the message field Data Content column.

7.3 Decimal Marks

Decimal marks are implicit in all monetary amount fields. Two decimal places are assumed unless otherwise stated

in the individual item.

7.4 Triad Separators

Do not use triad separators in messages.

EXAMPLE

Allowed = 2500000

Not Allowed = 2,500,000 or 2.500.000 or 2 500 000

7.5 Order of Data Elements

Place fields in the sequential order (top to bottom, left to right) specified in the message field template.

7.6 Version Control

As Merchant sector business requirements change, new and existing users of the message format may request new

data fields. As a result, TRAVEL AGENCY may issue new message format versions that introduce new or revised

data fields. To maintain compatibility between versions, receiving systems should support earlier versions as well.

7.7 Message Construction Using Enhanced Data

To build Travel Agent format enhanced data messages, the set of functionally related segments that corresponds to

the various parts of an air ticket, other travel related service and supporting data must be derived from information

input by the Travel Agent as part of the ticket reservation process.

7.8 File Naming Conventions

When creating files it is recommended that each file is identified uniquely. The following naming convention is

recommended as providing a unique identification schema where more than one transmission is received per day.



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The advised method also allows days with missing transactions to be easily identified for follow up investigation if

required.

File Root: Two or three letter recipient identifier, E.g. MA, LHA etc. Date of the transmission in the format

YYMMDD E.g. 990521. To this should be added an incremental two digit number. The number should be

incremented for each successive transmission for a particular day.

File Extension: .DAT

For Example: Three files sent day one, one on day two, non on day three, two on day four.

LHA99052101.DAT, LHA99052102.DAT, LHA99052103.DAT, MA99052201.DAT, DR99052401.DAT,

GTR99052401.DAT

7.8.1 Other conventions

It is acceptable to use a file naming convention that is already established and understood by all parties involved in

the transfer of data.



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8. FILE STRUCTURE

The Travel Agent file is constructed in a hierarchical fashion. Each record type is of a fixed length. The nesting of

the message is as follows:-

Level Record Tag Description Use Record Length (Chrs) Max Use

0 HDR File Header M 70 1

1 MIS Data Record M 565 99999

2 CPN Coupon Record C 120 4

0 TLR File Total Record M 90 1

Table 9-1 - Data file Structure

An example data file would be constructed thus:-

This file contains 3 transactions. Transaction 1 has 5 coupons including a conjunction ticket, transaction 2 has 1 coupon, transaction 3 is a

credit.

HDRHEADERRECORD

MISDATARECORD1INVOICE1

CPNCOUPONRECORD1

CPNCOUPONRECORD2

CPNCOUPONRECORD3

CPNCOUPONRECORD4

MISDATARECORD2INVOICE1CONJUNCTION

CPNCOUPONRECORD5

MISDATARECORD1INVOICE2

CPNCOUPONRECORD1

CPNCOUPONRECORD2

MISDATARECORD1CREDIT

TLRTRAILERRECORD

8.1 Usage Indicators

The following status Indicators are used:

M = Mandatory. Item must be provided in the file. If a mandatory item is not provided the whole transaction will be rejected.

C = Conditional. Item is conditional on other items in the file. These items will have the condition described in the comments field for the item.

O = Optional. These items are to be provided as agreed between the two parties involved in the trading relationship.

R = Recommended. These items are optional but are recommended for inclusion to help data integrity, tracking and/or for information purposes.

8.2 Use of the coupon Record

The coupon record is to be used when airline data is sent with a message. This record provides for information regarding each of the trip legs



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within an airline transaction and is therefore only relevant for airline or rail transaction types.



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8.3 Message Definition

8.3.1 File Header Record – Mandatory for each file

Pos Format Start Length Use Item Name Comments Sample Data

1. AN 1 3 M Record Type Value =HDR HDR

2. DT 4 8 M File Creation Date Format CCYYMMDD. 19990101

3. N 12 11 M Submitter ID Unique reference back to the

submitting agents Head Office (not

branch).

This is an internal reference for the

submitter of the batch.

Used for tracking purposes only.

Right justified - leading zero‟s.

SID12

4. N 23 9 M Submission Sequence

Number

Unique number identifying each

submission. Starting at 000000001

and incrementing by one for each

submission.

000000001

5. AN 32 9 O Submitter Branch IATA number for the submitting

branch.

03617552

6. AN 41 3 M Version Number Version of the TRAVEL AGENCY

specification being used.

010 for version 1.

010

7. AN 44 27 O Filler Reserved for future use.

Total Length 70



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8.3.2 Data Record – Mandatory for all Transactions

Pos Format Start

Length Use Item Name Comments Sample Data

1. AN 1 3 M Record Type MIS MIS

2. DT 4 8 M Batch Creation Date This is the date the transaction was

included in the batch. May be

different from the date of

transmission.

Format (CCYYMMDD).

19990101

3. AN 12 10 O Account Number Account number of the client as held

by the Travel Agent. Left justified -

Space padded.

1234567890

4. AN 22 18 M Card Number Left justified - Space padded. 412345678901234

5. DT 40 6 R Expiry Date Four Digit expiry date.

Format CCYYMM.

199905

6. N 46 2 M Credit/Debit Indicator Default is 10

10 = Purchase

11= Credit

A credit is a refund to the customer

of the agency chain.

In the case of exchange tickets, if

the exchange ticket has less value

than the original, this should be a

Credit , if more, it should be a Debit

If both are the same value, a zero

value invoice is raised and is treated

as a Debit.

10

7. AN 48 10 M Invoice/Credit Note

Number

The invoice or credit note number as

generated by the Travel Agent.

Left justified -Space padded.

For refunds this should be the Credit

Note number.

INV999

8. N 58 2 M Invoice Line Number Line number of the item within the

invoice. Sequential. 00-99.

Helpful in queries.

00,01,02,99 etc

9. N 60 16 M Transaction Amount The billing amount. Leading zero's

right justified, two decimal places

implied.

Space filled for Conjunction Tickets.

0000000000025000



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Pos Format Start


10. N 76 16 M Sales Tax Amount Numeric with leading zeros.

Right justified, two decimal places

implied.

E.g. VAT in UK, MWST in Germany

etc.


0000000000004375

11. AN 92 5 M Transaction Currency ISO Standard alpha currency codes .

Right Justified - Space padded.


GBP

12. DT 97 8 M Transaction Date Format CCYYMMDD.


19990101

13. AN 105 9 M IATA Number The IATA number of the office

issuing the ticket. See IATA Number

List.

Left Justified - Space padded.

03617552

14. ID 114 3 M Product Code Indicates the type of transaction

being sent in this data record.

See Appendix A for codes.

001

15. DT 117 8 M Trip Departure Date Format CCYYMMDD. 19990105

16. AN 125 30 M Traveller‟s Name/Guest

Name

Travellers name including initials.

Surname first.


CHAPMAN/PMR

17. AN 155 6 O PNR Reference

Number.

Left Justified. 123456

18. 161 3 O Consultant Code Travel consultant responsible for the

booking.

123

19. AN 164 40 M Supplier Name Name of the ACTUAL supplier of the

goods/services.

Left justified – Space padded

Dependent on sector

Air = Characters 1-2= IATA Carrier

Code

Characters 3-15 = Ticket number

Rail/Ferry = Carrier Name

Car = Supplier Name

Hotel = Hotel/Chain Name

TRAVEL AGENCY/Passport =

Service Supplier

Air = BA1234567890

Rail/Ferry = British Rail

Car = Hertz

Hotel = Hilton

TRAVEL AGENCY =

BTI Hogg Robinson



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Pos Format Start


20. AN 204 20 C Product Specific

Information

Sector Specific Information:-

First 10 characters show the

following information:-

Air = Space Filled

Rail/Ferry = Class of travel, Left

justified

Hotel = Room Rate, Zero filled,

Right justified No decimal point

Car Hire = Estimated journey

distance, space padded

TRAVEL AGENCY/Passport = Free

text, Space padded, Left justified

Package = Free text, Space padded,

Left justified.

Second 10 characters show the

following information:

Air = Space Filled

Rail/Ferry = Space Filled, Left

justified

Hotel = Number of Nights, Zero

padded - Right justified

Car Hire = Unit of distance,

M=Miles

KM=Kilometres

Space padded, Left justified

TRAVEL AGENCY/Passport = Free

text, Space filled, Left justified

Package = Free text, Space filled,

Left justified

Rail/Ferry = First

Hotel = 0000007500

Car = 375

TRAVEL AGENCY =

CWT

Package = Package

21. N 224 13 M Ticket Number Ticket number. This is a composite

element made up of the following

data items:-

Pos 1-3 = Plate Carrier

Pos 4-13 = Ticket Serial Number

Plate Carrier and Ticket Serial

Number are mandatory items.

12512345678907



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Pos Format Start


22. AN 237 13 C Refund Notice Number This field simplifies tracking and

reconciliation of refunds.


Airlines generate a separate number

for refunds that need to be tracked

for the duration of the refund

process. The Agent reports this back

to the corporate also quoting the

original ticket number.

REFUND12345

23. AN 250 20 O Routing Agents system generates

meaningful data. E.g.

LHR/CDG/LHR.

Uses 3 letter destination codes as

defined by IATA.

Limited to 5 destinations per ticket.

Free text.

May be blank.


If this is a conjunction ticket,

additional data can be sent to

complete routing information.

If the last character is / this indicates

continuation in the conjunction ticket.

LHR/CDG/LHR

24. AN 270 20 M Trip Destination Final destination.

Either use three letter IATA Number

or plain text.


Space filled for conjunction tickets.

LHR or

London Heathrow

25. AN 290 1 O Domestic Ticket

Indicator

Indicates if all sectors are domestic

or not.

Y = Domestic

N= International


N

26. AN 291 2 C Primary Carrier Code The two letter carrier code of the

primary carrier taken from the plate

carrier code.

Mandatory for Airline data.

Space filled if non-air.

BA



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Pos Format Start


27. N 293 16 C Airport Tax Amount Right justified with leading zeroes in

Transaction Currency. Two decimal

places implied.

Accumulated tax for all legs of flight.

For Refunds this field should indicate

the value of tax that was refunded to

the client.

0000000000004375

28. AN 309 1 O Overall Flight Class Standard IATA code e.g. „Y‟ for

economy, „F‟ first class, as

appearing on the ticket. Left justified.

Allowed codes:

“Y” – Economy

“C” - Club/Business

“F” – First

“R” – Concorde

Used to insert the "major ticketed

class" to help in simplifying MIS

reporting - e.g. passenger flies

business class to the US and

economy within the US and then

business class to Paris, the major

ticketed class would be Business.

Highest class to be included where

legs of equal classes are flown.


C

29. AN 310 20 O Client References 1 Information can be split across client

reference fields.

This data space should be populated

with data which both parties agree

upon. E.g. Internal Reference,

Employee number etc.

It is recommended that meaningful

data or codes are used in these

fields rather than free text.


Client info1

30. AN 330 20 O Client References 2 See Client References line 38. Client info2




34. AN 400 10 O Client References 6 See Client References line 38. Ref 6



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Pos Format Start


35. AN 410 10 O Client References 7 See Client References line 38. Ref 7

36. AN 420 10 O Client References 8 See Client References line 38. Ref. 8

37. AN 430 1 M Sales Tax Applicable

Indicator

Y = Sales tax applies.

N = No sales tax.


Y

38. N 431 5 M Ticket Fare Currency Caters for “Ticket on Departure” to

be collected at a foreign airport.

Standard ISO Numeric Currency

Code.

Right Justified - Space padded.


280

39. AN 436 2 R Conjunction/ Exchange

Indicator

Left justified - Space padded.

Mandatory for conjunction tickets.

S – Sale or booking.

SR – Refund

C – Conjunction

E – Exchange, same value

ES – Exchange, different value

S

40. AN 438 1 M Merchant Indicator Identifies whether the agent or the

airline is the Merchant.

Allowable data:-

Y = Agent is Merchant

N = Service provider is Merchant.

Y

41. N 439 16 M Ticket Fare Amount Amount shown in the fare box on the

ticket.

Numeric with leading zeros, two

decimal places implied.

Right justified.


0000000000025000



Updated 11-01-05

Pos Format Start


42. AN 455 13 M Original Issue Ticket No If the original ticket has been

exchanged (however often) this field

records the original ticket number.

Space filled if the ticket has not been

exchanged.

Left Justified.

Space padded.

Where multiple tickets are

exchanged for a single new ticket,

the agent should enter one ticket

number here. This number will be

used to track the exchange.

12512345678905

43. AN 468 13 C Exchange Ticket

Number 1

If the ticket has been exchanged this

field records the previous ticket for

which this ticket has been

exchanged.

Provides for incremental change

over and above Original Ticket Issue

Number field.

Common in the US. In Europe the

ticket would be refunded through the

agent and a new ticket purchased.

Left Justified.

Space padded.

12598765432104

44. AN 481 13 C Exchange Ticket

Number 2

Used to record ticket number of the

second ticket when two tickets have

been offered for exchange at the

same time.

Common in the US. In Europe the

ticket would be refunded through the

agent and a new ticket purchased.

Left Justified.

Space padded.

12512345678997

45. AN 494 10 O Client Number Used by the agents to identify their

client companies.



ClientNbr1





Updated 11-01-05

Pos Format Start


48 AN 534 10 M Approval/Authorization

Code

123456


Total Length 565



Updated 11-01-05

8.3.3 Coupon Record – Optional – Air Transactions only.

Pos. Format Start Length Use Contents Item Name Sample Data

1. AN 1 3 M Record Type Value =CPN CPN

2. N 4 2 M Sector Number The number of the sector within the

ticket. Note – this is 01,02,03 or 04.

01

3. AN 6 13 M Primary Ticket Number The primary ticket number in the

event of a conjunction ticket, space

filled for primary tickets.

Ticket number. This is a composite

element made up of the following

data items:-

Pos. 1-3 = Plate Carrier

Pos. 4-13 = Ticket Serial Number.

Plate Carrier and Ticket Serial

Number are mandatory items.


SPACES

4. AN 19 2 M Carrier Code Carrier code for the sector. IATA

standard.

BA

5. AN 21 4 O Flight Number Left justified - Space padded. 1789

6. DT 25 8 O Sector Arrival Date

(Scheduled)

Format CCYYMMDD. 19990105

7. DT 33 8 O Departure Date Format CCYYMMDD. 19990105

8. AN 41 5 M Departure Airport Code IATA Standard Airport Location

Codes.

Right justified - Space filled.

LHR

9. AN 46 5 M Destination Airport Code IATA Standard Airport Location

Codes.

Right justified - Space filled.

CDG

10. AN 51 15 O Fare Basis Code Fare construction formula as shown

on the ticket.


Spaces

11. TM 66 4 O Sector Arrival Time

(Scheduled)

Supports corporates paying "per

diem" expenses.

Format HHMM.

1215

12. TM 70 4 O Sector Departure Time

(Scheduled)

Format HHMM. 1020



Updated 11-01-05

Pos. Format Start Length Use Contents Item Name Sample Data

13. AN 74 2 M Coupon Class Standard IATA Number e.g. „Y‟ for

economy, „F‟ first class, as

appearing on the ticket.

Allowed codes:

“Y” – Economy

“C” - Club/Business

“F” – First

“R” – Concorde

Allows breakdown for MIS and

Statement Data.


C

14. AN 76 1 O Stopover Indicator O = Stopover allowed.

X = No stopover allowed.

X

15. AN 77 1 O Sector Refund Indicator Y = A refund on this sector,

otherwise space filled.

Space

16. N 78 16 O Sector Fare Amount Pro-rated fare for sector.

Numeric with leading zeros.

Right justified.

0000000000025000


Total Length 120

8.3.4 File Trailer Record – Mandatory for all Transactions

Pos. Format Start Length Use Item Name Comments Sample Data

1. AN 1 3 M Record Type Value = TLR TLR

2. AN 4 8 M File Creation Date Format CCYYMMDD.

Same as file creation date in header

record.

19990101

3. N 12 11 M Submitter ID Unique reference back to the

submitting agents Head Office (not

branch).

This is an internal reference for the

submitter of the batch.

Used for tracking purposes only.

Right justified - leading zero‟s.

SID12

4. N 23 9 M Submission Sequence

Number

Corresponds with File Header

Record, field number 5.

000000001

5. N 9 M Number of ROC

Records

Always Zero filled. 000000000

6. N 32 9 M Number of MIS Records Total Number of Detail Records.

Right Justified - Zero padded.

000000001



Updated 11-01-05

7. N 41 9 M Number of CPN Records 000000002

8. N 50 9 M Total Records Total number of records in the file

including the HDR and the TLR

records.

000000010


Total Length 90



Updated 11-01-05

APPENDIX A - PRODUCT CODE LIST

Code Description

001 Airline Tickets

002 Cruises

004 Ferries

005 Domestic Rail

006 Foreign Rail

007 Package Tours

008 STD Tours

009 Theatre Tickets

010 Hotels

011 Car Hire

012 Coach & Bus

013 Travellers Cheques

014 Passports & TRAVEL AGENCYs

015 Insurance

018 Miscellaneous

023 Service Charges

030 Currency

031 TRAVEL AGENCYs

032 Passports

037 Messenger Costs

078 Sundries

097 Accessories

Note: Users of the specification may add codes to the table which are mutually agreed between all involved parties.



Updated 11-01-05

APPENDIX B - MESSAGE CONSTRUCTION EXAMPLES

The following examples show how fields are recommended to be populated in particular scenarios. Only the

most common scenarios have been provided here.

Use of Space Characters.

All spaces are included in the sample data and are designated by the ß character.

DATA RECORD, 2 COUPON RECORDS

HEADER

Position Item Name Sample Date

1. Record Type HDR

2. File Creation Date 19990101

3. Submitter ID 000000SID12

4. Submission Sequence Number 000000001

5. Submitter Branch 03617552

6. Version Number 010

DATA RECORD

Position Item Name Sample Data

1. Record Type MIS

2. Batch Creation Date 19990101

3. Account number 1234567890

4. Card number 4123456789012345ßßß

5. Expiry Date 199912

6. Credit/Debit Indicator 10

7. Invoice/Credit Note Number INV999ßßßß

8. Line Number 01

9. Transaction Amount 0000000000031375

10. Sales Tax amount 0000000000004375

11. Transaction Currency ßß280

12. Transaction Date 19990101

13. IATA Number 03617552ß

14. Product Code 001

15. Trip Departure Date 19990105

16. Traveller‟s Name CHAPMAN/PMRßßßßßßßßßßßßßßßßßßß

17. PNR Reference 123456

18. Consultant Number 123

19. Supplier Name Ba1234567890ßßßßßßßßßßßßßßßßßßßßßßßßßßßß



Updated 11-01-05


20. Product Specific Information ßßßßßßßßßßßßßßßßßßßß

21. Ticket Number 1251234567890

22. Refund Notice Number ßßßßßßßßßßßßß

23. Routing LHR/CDG/LHRßßßßßßßßß

24. Trip Destination LondonßHeathrowßßßßß

25. Domestic Ticket Indicator N

26. Primary Carrier Code BA

27. Airport Tax Amount 0000000000002000

28. Overall Flight Class C

29. Client References 1 Clientßinfo1ßßßßßßßß




33. Client References 5 Refß5ßßßßß




37. Sales Tax Applicable Indicator Y

38. Ticket Fare Currency ßß280

39. Conjunction/Exchange Indicator Sß

40. Merchant Indicator N

41. Ticket Fare Amount 0000000000025000

42. Original Issue Ticket No ßßßßßßßßßßßßß

43. Exchange Ticket Number 1 ßßßßßßßßßßßßß


45. Client Number ClientNbr1

46. Client References 9 Refß9ßßßßßßßßßßßßßßß

47. Client References 10 Refß10ßßßß

COUPON 1

Position Item Name Sample Data 1

1. Record Type MIS

2. Sector Number 01

3. Primary Ticket Number ßßßßßßßßßßßßß

4. Carrier Code BA

5. Flight Number 1789

6. Sector Arrival Date (Scheduled) 19990105

7. Departure Date 19990105

8. Departure Airport Code ßßLHR

9. Destination Airport Code ßßCDG



Updated 11-01-05


10. Fare Basis Code ßßßßßßßßßßßßßßß

11. Sector Arrival Time (Scheduled) 1215

12. Sector Departure Time (Scheduled) 1020

13. Coupon Class C

14. Stopover Indicator X

15. Sector Refund Indicator ß

16. Sector Fare Amount 0000000000012500

COUPON 2


1. Record Type MIS

2. Sector Number 02


4. Carrier Code BA




8. Departure Airport Code ßßCDG

9. Destination Airport Code ßßLHR




13. Coupon Class C




TRAILER RECORD


1. Record Type TLR




5. Number of „ROC‟ Records 000000000

6. Number of „MIS‟ Records 000000000

7. Number of „CPN‟ Records 000000002

8. Total Records 000000005



Updated 11-01-05

2 DATA RECORDS, 1 AIR, 1 RAIL

HEADER RECORD


1. Record Type HDR






DATA RECORD - AIR


1. Record Type MIS


3. Account Number 1234567890

4. Card Number 4123456789012345ßßß




8. Line Number 01


10. Sales Tax Amount 0000000000004375







17. CRS Reference 123456

18. Consultant Code 123



21. Ticket Number 1251234567890









Updated 11-01-05






















COUPON 1


1. Record Type CPN

2. Sector Number 01


4. Carrier Code BA









13. Coupon Class C




COUPON RECORD 2



Updated 11-01-05


1. Record Type CPN

2. Sector Number 02


4. Carrier Code BA









13. Coupon Class C




DATA RECORD - RAIL


1. Record Type MIS



4. Card Number 4123456789012345ßßß




8. Line Number 02


10. Sales Tax amount 0000000000000000







17. PNR Reference Number 123456


19. Supplier Name FrenchßRailßßßßßßßßßßßßßßßßßßßßßßßßßßßßß

20. Product Specific Information FIRSTßßßßßßßßßßßßßßß

21. Ticket Number 999999999



Updated 11-01-05



23. Routing ßßßßßßßßßßßßßßßßßßßß

24. Trip Destination Parisßßßßßßßßßßßßßßß

25. Domestic Ticket Indicator 10

26. Primary Carrier Code ßß


28. Overall Flight Class ß

29. Client References 1 ßßßßßßßßßßßßßßßßßßßß




33. Client References 5 ßßßßßßßßßß




37. Sales Tax Applicable Indicator N








45. Client Number ßßßßßßßßßß



TRAILER RECORD


1. Record Type TLR










Updated 11-01-05

2 DATA RECORDS, 5 COUPON RECORDS - CONJUNCTION

HEADER


1. Record Type HDR








Updated 11-01-05

DATA RECORD


1. Record Type MIS



4. Card Number 4123456789012345ßßß




8. Line Number 01


10. Sales Tax amount 0000000000010000











21. Ticket Number 1251234567890


23. Routing LHR/CDG/LHR/EWR/JFK/


















Updated 11-01-05











COUPON 1


1. Record Type CPN

2. Sector Number 01


4. Carrier Code BA









13. Coupon Class C




COUPON 2


1. Record Type CPN

2. Sector Number 02


4. Carrier Code BA







Updated 11-01-05






13. Coupon Class C




COUPON 3


1. Record Type CPN

2. Sector Number 03


4. Carrier Code BA





9. Destination Airport Code ßßEWR




13. Coupon Class C




COUPON 4


1. Record Type CPN

2. Sector Number 04


4. Carrier Code BA




8. Departure Airport Code ßßEWR

9. Destination Airport Code ßßJFK





Updated 11-01-05



13. Coupon Class C




DATA RECORD - CONJUNCTION


1. Record Type MIS



4. Card Number 4123456789012345ßßß




8. Line Number 02

9. Transaction Amount ßßßßßßßßßßßßßßßß

10. Sales Tax amount ßßßßßßßßßßßßßßßß

11. Transaction Currency ßßßßß

12. Transaction Date ßßßßßßßßß









21. Ticket Number 1251234567891


23. Routing LHR

24. Trip Destination ßßßßßßßßßßßßßßßßßßßß



27. Airport Tax Amount ßßßßßßßßßßßßßßßß








Updated 11-01-05






37. Sales Tax Applicable Indicator ß

38. Ticket Fare Currency ßßßßß

39. Conjunction/Exchange Indicator Cß


41. Ticket Fare Amount ßßßßßßßßßßßßßßßß




45. Client Number ßßßßßßßßßß



COUPON 5


1. Record Type CPN

2. Sector Number 05

3. Primary Ticket Number 1251234567890

4. Carrier Code BA




8. Departure Airport Code ßßJFK





13. Coupon Class C




TRAILER RECORD


1. Record Type TLR






Updated 11-01-05







Updated 11-01-05

EXCHANGE TICKET – DIFFERENT VALUE

HEADER RECORD


1. Record Type HDR






DATA RECORD


1. Record Type MIS



4. Card Number 4123456789012345ßßß




8. Line Number 01


10. Sales Tax amount 00000000000001500









19. Supplier Name BAß1234567890ßßßßßßßßßßßßßßßßßßßßßß


21. Ticket Number 1234567899112









Updated 11-01-05













39. Conjunction/Exchange Indicator ES



42. Original Issue Ticket No 1251234567890

43. Exchange Ticket Number 1 1251234567890





Note: “Transaction amount”, field 9 is the amount charged to the credit card. This is made up in the following

manner:-

Ticket Fare Amount+Sales Tax Amount+Airport Tax Amount=Transaction Amount

COUPON 1


1. Record Type CPN

2. Sector Number 01


4. Carrier Code BA









13. Coupon Class C



Updated 11-01-05





COUPON 2


1. Record Type CPN

2. Sector Number 02


4. Carrier Code BA









13. Coupon Class C




TRAILER RECORD


1. Record Type TLR










Updated 11-01-05

REFUND OF TICKET - TWO COUPONS

HEADER


1. Record Type HDR






DATA RECORD


1. Record Type MIS



4. Card Number 4123456789012345ßßß



7. Invoice/Credit Note Number ßßßßCRE999

8. Line Number 01


10. Sales Tax amount 0000000000002500











21. Ticket Number 1251234567890

22. Refund Notice Number Refund12345678








Updated 11-01-05







33. Client References 5 ßßßßßßßßßßßßß






39. Conjunction/Exchange Indicator SR








47. Client References 10 ßßßßßßßßßßßß

COUPON 1


1. Record Type CPN

2. Sector Number 01


4. Carrier Code BA









13. Coupon Class C


15. Sector Refund Indicator Y


COUPON 2



Updated 11-01-05


1. Record Type CPN

2. Sector Number 02


4. Carrier Code BA









13. Coupon Class C


15. Sector Refund Indicator Y


TRAILER RECORD


1. Record Type TLR










Updated 11-01-05

REFUND OF RAIL TICKET

HEADER


1. Record Type HDR






DATA RECORD


1. Record Type MIS



4. Card Number 4123456789012345ßßß



7. Invoice/Credit Note Number ßßßßCRE999

8. Line Number 01


10. Sales Tax amount 0000000000001750









19. Supplier Name ßßßßßßßßßßßßßßßßßßßßßßßBritish Rail

20. Product Specific Information ßßßßßFIRSTßßßßßßßßßß

21. Ticket Number 1251234567890

22. Refund Notice Number REFUND1234567


24. Trip Destination ßßßßßßßßßßßEdinburgh

25. Domestic Ticket Indicator 10

26. Primary Carrier Code BR




Updated 11-01-05













39. Conjunction/Exchange Indicator SR








47. Client References 10 ßßßßßßßßßßßß

TRAILER RECORD


1. Record Type TLR










Updated 11-01-05

HOTEL BOOKING

HEADER


1. Record Type HDR






DATA RECORD


1. Record Type MIS



4. Card Number 4123456789012345ßßß




8. Line Number 01


10. Sales Tax amount 0000000000000000









19. Supplier Name Hilton Hotel/Mucnichßßßßßßßßßßßßßßßßßßßß

20. Product Specific Information 00000065000000000003

21. Ticket Number ßßßßßßßßßßßßß



24. Trip Destination Munichßßßßßßßßßßßßßß


26. Primary Carrier Code ßß




Updated 11-01-05



29. Client References 1 ßßßßßßßßßßHotel Only








37. Sales Tax Applicable Indicator N

38. Ticket Fare Currency ßßßßß












Updated 11-01-05

TRAILER RECORD


1. Record Type TLR








MC Travel Agency Enhanced Data Spec v13

Documents

composite

decimal places

enhanced data

sector departure

major ticketed

roc records

enhanced data

enhanced data